GOVERNMENT OF THE

UNITED REPUBLIC OF TANZANIA

Government of Tanzania-Hospital Management Information System

(GoT-HoMIS version 3.0)
User Manual v1

Ministry of Health Presidents Office -

Community Development, Regional Administration
Gender, Elderly and children And Local Government
(PO-RALG)

i
 STATEMENT OF COPYRIGHT

This document is the property of the Government of The United Republic of Tanzania and is
prepared by the President’s Office – Regional Administration and Local Government (PO-
RALG). This document may not be reproduced or communicated without the author's prior
agreement.

i
 LIST OF ACRONYMS

EMR Electronic Medical Record

ENT Ear, Nose and Throat
GePG Government electronic payment gateway
GoT-HoMIS Government of Tanzania Hospital Management
Information System
IPD Inpatient Department
MRN Medical Record Number
MSD Medical Store Department
MTUHA Mfumo wa Taarifa za Uendeshaji wa Huduma Za
Afya.
OPD Outpatient Department
PO-RALG President’s Office – Regional Administration and
Local Government
RCH Reproductive Child Health
SAN Sequential Account Number

ii
 CHAPTER ONE

SYSTEM OVERVIEW

Government of the United Republic of Tanzania has acknowledged the importance of the use
of technology in the health facilities to make them work effectively and with efficiency by
changing the entire hospital process from paper to paper less.
President’s Office – Regional Administration and Local Government (PO-RALG) in
collaboration with the Ministry of Health, Community Development, Gender, Elderly and
Children, Kibaha Education Center (KEC) and the University of Mzumbe has come up with a
software solution for hospital management named Government of Tanzania Hospital
Management Information system (GoT-HoMIS).
GoT-HoMIS was initiated by the Kibaha Education Center (KEC) and Mzumbe University,
GoT-HoMIS is developed using local expertise within the country.
Since its inception back in 2015. GoT-HoMIS has gone through version transitions and is now
in v3.
GoT-HoMIS is an integrated information system that covers the aspects of Electronic Medical
Record (EMR), management of MTUHA reports, Billing and recording, Laboratory
Information system and inventory management.
Under EMR the system comprises of patient Registration, OPD, IPD, Operating theatre, Blood
bank, Mortuary, Emergency and casualty.
Under MTUHA the system creates certain information and make the information mandatory
during registration process so that a report can be sent to MTUHA.
For Billing and recording GoT-HoMIS does electronic payment through the use of Government
Electronic Payment Gateway (GePG)
In Laboratory information system, the system automate the investigations requests and process
involved in delivering the concerned department of the health facility
Under inventory management GoT-HoMIS provides functionality for requisition of medical
supplies, purchase of items, stock management, automatic reorder level settings, online request
for stock from main store to sub-store and dispensing points. The system control medical flow
from MSD to respective patient.

iii
 TABLE OF CONTENTS

STATEMENT OF COPYRIGHT ............................................................................................... i

LIST OF ACRONYMS .............................................................................................................ii
`CHAPTER ONE ..................................................................................................................... iii
SYSTEM OVERVIEW ........................................................................................................... iii
CHAPTER TWO ....................................................................................................................... 1
2.1. System requirements. .......................................................................................................... 1
CHAPTER THREE ................................................................................................................... 6
Introduction to (GoT – HoMIS) Modules .................................................................................. 6
PART 1: ADMINISTRATOR ................................................................................................... 8
System Activation, User permission and Permission role. ........................................................ 8
PART 2: ITEM SETUP ........................................................................................................... 11
PART 3: PAYMENT CATEGORY SETUP ........................................................................... 16
PART 4: LAB SETTING......................................................................................................... 17
PART 5: IMAGING DEPARTMENT..................................................................................... 20
PART 6: MAIN PHARMACY, SUB STORE AND DISPENSING ...................................... 22
Item record, receiving and issuing ........................................................................................... 22
PART 7: USER REGISTRATION, PERMISSION USER AND PERMISSION ROLE. ...... 25
PART 8: RECEPTION ............................................................................................................ 29
Patient registration, corpse registration, and insurance verification ........................................ 29
PART 9: BILL PAYMENT ..................................................................................................... 33
PART 10: SOCIAL WELFARE .............................................................................................. 34
PART 11: DEBTOR ................................................................................................................ 36
PART 13: OUT PATIENT ...................................................................................................... 39
Consultation queue, treatment, death certification and doctor performance ........................... 39
PART 14: NURSING CARE AND WARD MANAGEMENT .............................................. 43
PART 15: FINANCIAL REPORT .......................................................................................... 46
PART 16 .................................................................................................................................. 47
Environmental health ............................................................................................................... 47
PART 17: Physiotherapy ......................................................................................................... 50
PART 19: CARE AND TREATMENT CLINIC (CTC) ......................................................... 50

iv
 CHAPTER TWO

2.1. System requirements.

The hardware and software requirements specifications enlist necessary requirements that are
required to accomplish the process of system installation. Any system installation needs a
conducive environment for its successful installation. Before installing a system, system
requirements needs to be available in order to ease the installation process.
Before installing GoT-HoMIS there must be the following pre-requisites

Server Software Requirements:

GoT-HoMIS requires a few software on a server machine for it to operate smoothly. Although
the system can be installed and run on a normal desktop/laptop computer with decent
specifications, a Health Facility shall require a “server” dedicated to host the system in the
facility Local Area Network (LAN). The following are software requirements on the server
i. Modern Server Operating system (Linux/Window)
ii. Web Server:- Apache
iii. PHP Engine
iv. MySQL Database (This and the above two can all be installed once by the
XAMPP/LAMPP package)
v. An editor on Windows platform (Recommended Notepad++)
vi. PHP Dependence Manager (Composer)

Server Hardware requirements

i. RAM at least 8GB
ii. Hard disk at least 1 Terabyte
iii. Internet Connection

Client Software Requirements:

Since GoT-HoMIS is a web based software, the only software required on the client is an up
to date Chrome Browser.

Client Hardware Requirements:

i. At least 2GB RAM on Clients computers
ii. Receipt Thermal printer (Preferably Epson …)

1
iii. (Small sticker) Barcode printer
iv. Barcode reader

2
2.2. Installation
The installation process is as follows;
i. Install XAMPP
ii. Install browser e.g chrome
iii. Install notepad ++
iv. Install composer
v. Copy folder containing GoT-HoMIS V3 and paste it to C:\xampp\htdocs\got_homis_v3
vi. Open terminal/CMD
 Change directory to root i.e cd /
 Then go to xampp/mysql/bin

 Create database

vii. Make sure xampp is turned on

viii. Go to htdocs, open the folder containing the database, go to .env file and edit it with
notepad++, then change the database name to ensure it is similar to the name of a database
you created.
ix. Configure and clear cache. The cache is cleared and configured as follows;

3
x. Database Migration and Seeding
 Database Migration is the process of creating the database schema on the database name
created in step (vi) above.
 Database seeding is a simple way to add initial data sets into your database.
Database Migration steps:

Press enter

Database seeding steps:

Once migration is done, seed the database as follows;

Press enter

Port assigning and virtual host declaration

If apache cannot be started on the default port (80), assign new port numbers as follows:
Open the folder; C:\xampp\apache\conf
Under config, open httpd.config with Notepad C++ then add or edit port numbers
under the Port Listening configuration part.
For example

Assign new port number

Then open folder …..Extra: C:\xampp\apache\conf\extra

vi. Edit httpd-vhosts.conf to declare a virtual host as illustrated from line 36 to 42.
For example

4
 Line 36 - 42: - Virtual Host with listening port number 7070.
Line 37: - Administrator Server email address.
Line 38: - Folder name where system file for the domain name are Stored.
Line 39: Local IP Address of the server where the system will be launched.
Line 40: - Contains a record of critical errors that occurred during the
Server operation.
Line 41: - Create custom domains for development in XAMPP.

i. Restart apache and make sure the port numbers you have assigned are visible
on the Apache Service port numbers on the XAMPP panel

5
 CHAPTER THREE

Introduction to (GoT – HoMIS) Modules

Each module and their functions available in GoT-HoMISv3 will be explained in details in this
chapter.
A module is a software component or part of a program that contains one or more routines.
One or more independently developed modules make up a complete program. Modules are
categorized according to the functionalities. User role can be assigned/removed to a user
according to the user privileges.

Pharmacist  Main pharmacy

Sub Store  Sub Store
Dispensing  Dispensing
Cashier  Bill payment
 POS
Accountant  Financial report
Social welfare  Social welfare
Lab technologist  Lab setting
 Sample collection
 Lab testing
Nurse  Ward management
 Nursing care
 Vital sign
 Theatre
 Anti natal
 Post natal
 Labour
 Family planning
Mortuary  Mortuary
Doctor  Inpatient
 Outpatient
Hospital Secretary  Environmental health

6
Hospital Administrator  Debtor
Receptionist  Reception
 Emergency registration
Radiologist  Digital Radiography
 Imaging department
Anaethesia  Anaethesia
Mtuha  Mtuha report
Dental  Dental
Eye  Eye
Paediatric  Paediatric
Reproductive Child Health(RCH)  RCH nurse
Orthopedic  Orthopedic

7
 PART 1: SYSTEM ADMINISTRATOR

System Activation, User permission and Permission role.

Super user/super admin is the person in charge of all other users in the system. By default, the
user who signs up first and creates the organization is the Super Administrator. The Super
Administrator has the utmost privileges across the entire organization. Super user is capable
of: Change the role of a User to Admin and vice versa. View, manage or Change the details for
any organization. There can be only one Super Admin in the entire organization.

Thereafter, Administrator must login in to the system with the valid credentials. By Default
username = [email protected] and password = 12345678. After login successfully
Administrator activate system Views. System views are MySQL views which control different
logics and process in the system. To activate system views click on DB Setup then open system
activation Tab, on system activation Tab click the button ACTIVATE. As shown below.
Note:
System database activation is compulsory. It is a very important step because it enable items
sales and user details account to be activated

Figure 1.Administrator login page

8
 Click DB setup

Figure 2.DB Setup

Figure 3.System activation Open system activation

Click Activate view

Figure 4.Activate view

System will show the loading bar with progress on the top of the page. After finishing the
activation system will show “SYSTEM DABABASE ACTIVATED”.

NOTE: System views must be activated only once.

Afterwards, the administrator will be able to formulate the Facility. For the facility to be
formulated, the administrator must open the DB Setup module, click on facility registration tab
and register the facility details: Facility code, name, Address, email, phone number, facility
type, council and region.

9
Figure 5.Facility registration

10
 PART 2: ITEM SETUP

Item setup enables users to register all items which are available in a facility.
Item setup consist of 8 modules which are;
1. ITEM PRICE
This sub-module includes the price of all items of each payment categories. After creating the
price of items. The created items with their prices are listed on item priced list.

Figure 6.item setup

Click on item setup

Figure 7. Create item price

Figure 8.item price list

11
2. REGISTRATION
Register the item by entering the item name and choose its corresponding department.
Search the item name and choose the item category in order to map the registered item to a
correct item category.
Search the item and choose the item sub category.
After items registration the registered items with the sub departments are listed and the items
with their departments are listed on item list.
The system enable edit of registered items on item setup.

Figure 9. Item registration

Open registration

Register item

Figure 10.Item mapping

12
Figure 11.Item sub-department registry

3. CHANGE ITEM CATEGORY

Items assigned with incorrect categories are edited here by searching an item and choosing
its correct category.
Figure 12. Change item category

4. ITEM CATEGORY
Item categories are registered and after registration, the registered items are listed below. The
system gives an option to edit and to delete the item.

Figure 13. Item category

Register item
category

Click here to edit item

13
 5. : EXEMPTION STATUS
Items in a facility have different status, some items are considered as exempted items and others
do not have exemption, thus requires a client to make payment for such an item.
System allows the search of items and assign it as an exemption item and to remove it from
exemption item list.
Figure 14.Exemption status

Setting item which has

Setting item which has no exemption
exemption

6. SUB DEPARTMENT
It enables sub departments to be registered and after registration the registered sub departments
are listed at the right side of the page.
Sub departments are important for measuring performance and for report preparation.
Figure 15.Sub department registration

7. RECEPTION SERVICES
It gives an option to search and to save services that needs to be viewed by the receptionist
during patient/client registration.

14
Figure 16. Reception services

Click serve to add reception services

8. DIAGNOSIS REGISTRY
It allows the registration of diagnosis and diagnosis code. After registration these diagnosis are
viewed by the doctor and the doctor is able to assign these diagnosis to a patient.

Figure 17.Diagnosis registration

15
 PART 3: PAYMENT CATEGORY SETUP

Payment category is a module responsible for setting the payment sub-categories from User
fee, Insurance or Exemption categories. After registering the payment subcategories, those
payments will be listed in the patient payment category list

Figure 18.payment category setup

Click to open payment category setup

Figure 19. Payment sub-category

Click here to register payment subcategory

16
 PART 4: LAB SETTING
Lab setting is a module in the system which is used for registration of lab items. Lab setting
consist of:

EQUIPMENTS
Under this sub module is where the lab equipment’s are registered with the equipment status,
reagent to be used and the sub department where that investigation will be carried. The
equipment status is the determinants of whether the test will be taken or not if the status of an
equipment is: Equipment/Reagent is OK, test can be done that means the test will be done but
if the status is: Equipment has malfunctioned, test cannot be done, that means the test cannot
be done.
LAB TESTS
This part is where the test panel and its components as well as the single test are registered.
Test panel is the group of tests all taken by a single equipment while single test is a test taken
by a single equipment. N.B. The component of panel can be registered as a single test
List of all registered equipment’s, requested tests and unavailable tests are displayed under this
sub module.
TEST PRICE
The price of all registered lab tests are set here, the prices are set corresponding to the facility
user payment categories.
ALLOCATE TEST
This sub module allow the registered lab test to be searched, assigned an equipment and a test
category.
Allocate test is also used to set the item price if the price was not set.
USER CONFIGURATION
It is where the access is given to a user responsible with a certain sub category so that he/she
will be able to view all the lab tests sent to that sub-department.

17
Figure 20.Equipment registration

Figure 21.Test panel registration

Figure 22.Component registration

Figure 23.Single test registration

18
 Figure 24.test price

Figure 25.Allocate test

19
 PART 5: IMAGING DEPARTMENT

This module is responsible for registering imaging items to be viewed by the doctor during the
diagnosis.
DEPARTMENTS
A single click on Floating Button is the imaging department set up. Register sub department
in the radiology/imaging department by selecting the department name and write the
corresponding sub department.
The list of all registered sub departments are listed under this sub category.
EQUIPMENT REGISTRATION
Write the equipment name and search its sub department, write the description of that
equipment and choose the equipment status. The equipment status is the determinant of
whether a test can be conducted or not depending on whether Equipment is OK test can be
done or Equipment has malfunctioned, test cannot be done.
Registered equipment’s in the imaging/ radiology department, services registered and the
department reports are viewed here.
N.B. Services must be registered on Item setup for them to be searched in the imaging
department.

Figure 26. Sub department registration

20
Figure 27. Equipment registration

Figure 28. Service Configuration

21
 PART 6: MAIN PHARMACY, SUB STORE AND DISPENSING

Item record, receiving and issuing

Main store (main pharmacy)

This module consist of:

SETTING

The system is capable of creating stores (Main store, Sub store and Dispensing), to create
vendors, and to create invoices as per invoice received

Store access are given to responsible users of a certain store by searching a user and assign the
store access.

This part allows the tracer medicine to be registered by searching the specific items to be traced
and the status of that items on whether the item is available or not available in the facility.

REQUISITIONS

In requisition is where the incoming requisition can be viewed and new requisition is created.

ITEM RECORD

Store records, received and issued items, tracer medicine reports and the expired items are
found under this sub module.

RECEIVING AND ISSUING

Main store receive items from vendors and issuing items to sub store, dispensing or to another
main store (In issuing, main store can issue items directly from main store to dispensing without
passing to sub store).

22
 Figure 29. Main pharmacy

Figure 30. Store creation

Figure 31.Vendor creation

Figure 32.New invoice creation

23
 Figure 33. Store access

Figure 34.Tracer medicine

Figure 35.A report of tracer medicine

Figure 36. Requisition

24
 Figure 37. Item receiving

Sub store is a module that handles the Requisition and issuing issues, Requisition process
enable sub store to receive items or to order items from main store or another sub store where
applicable. Sub store receives orders from dispensing or another sub store. Sub store issues
items to the dispensing point.

Dispensing is module that verifies client/patient prescriptions from doctors by either accepting
it or rejecting it in case that prescription has some discrepancies. After verifying what the doctor
has prescribe then the items are dispensed.

PART 7: USER REGISTRATION, PERMISSION USER AND PERMISSION ROLE.

25
System has many roles that need to be performed by users in their daily working habits. Every
user in the system has a dedicated work that will be performed in the system. In order to get
that access user must be registered in the system as follows.

Figure 38.User registration

After registration, the user will be able to log in to the system but he/she won’t be able to do
any task. For a user to be able to perform any task, permission must be granted by the
administrator under permission user tab. Administrator will select the name of a registered user
among the listed registered users and after selecting the user, admin grants the user with
permission according to that user’s privilege by double click a required permission. After
double click a permission those permissions displays at the right hand side under the access
given tab.
If a wrong permission is added it can be removed by clicking the Delete tab.

26
 Figure 39. Permission user

The system is capable of giving a permission user the ability to perform tasks of another user,
the system ensure that permitted user has the required roles. Example a system can enable
receptionist to perform tasks of a cashier. Administrator will do that by opening the permission
role tab and selecting the system role. After selecting the targeted system role, administrator
will grant the required permission which will display at the right hand side under the access
given tab.
If a wrong permission is added it can be removed by clicking the Delete tab.

Figure 40. Permission role

The system has the ability to create new modules. when a new module is required it can be
created under the system menu tab. Administrator can handle that by opening the system menu

27
tab and enter the state name, menu tittle as well as the corresponding icon. By clicking save
the module will be created.

28
 PART 8: RECEPTION

Patient registration, corpse registration, and insurance verification

This is the fundamental module of the Hospital Management System. Every Patient visiting
the hospital for outpatient service or inpatient service is first registered using this module. The
module captures the basic personal details of the patient .under registration the system
generates the Unique Sequential Medical Record Number (MRN), which is used as a patient
identity, wherever he/she goes the medical records can be viewed for both outpatient as well
as inpatient services. The system also generates Sequential Account Number (SAN) which is
generated every time a patient pays a visit to the facility; SAN controls every execution a
patient will undergo. Patients can be classified as user fee, Exemption or Insurance.

Figure 41. Reception

Figure 42.Patient Registration

29
 Figure 43.choose category

Figure 44. Choose clinic

Medical record number

Figure 45.Patient Card

INSURANCE REGISTRATION
30
This part enable the patients under insurance category to be registered by entering the
membership number where NHIF will verify the patient details and automatically NHIF
register the patient. This helps the facility to send the correct payment details of a patient.

CORPSE REGISTRATION

This part involves the registration of corpse coming from outside the facility, after registration
the system generates corpse registration number.

Figure 46.Corpse registration

31
 Figure 47.Corpse reg#

EDIT PATIENT
This part allow patients receptionist to edit patient details when details were incorrect entered
or when there is new patient details.

Figure 48. Edit Patient

32
 PART 9: BILL PAYMENT

This module is used to record the charges for the patient services provided by the various clinical
departments, e.g. lab tests, medication, medical supply, procedures and consultation. Payments can
be (electronically through the use of Government electronic Payment Gateway (GePG), Cash or
POS).

For cash payment; Process payment request and generate receipt

For GePG the system first generates the control number, after payment a notification message is
sent to the patient and to the facility to show that payment is successful complete.
For Point of Sale items are purchased and payments are made at once. (Point of sale is applied
when a patient comes from prescription straight to the payment point, where one is provided with
prescribed item after payment. Also POS is used to the facilities with partially network system
configured.

Figure 49.Cash and GePG

33
 PART 10: SOCIAL WELFARE

Social welfare is concerned with exempted patients. Social welfare comprises the following:

Registration

First register patient, then choose exemption type (e.g. under five, temporary exemption etc.)

Fill the exemption reason, under exemption reason; there are two things involved. The reason
can be (under five, temporary exemption etc.) or the reason can be a card number/ID carried
by a patient.

Choose service: choose few services in order to allow exempted patient to be able to continue
with other services then upload any attachment if a patient has (upload is option)

After registration the system generates a card.

Change patient category

This is applicable for changing the category of a patient who was first registered as a payment
patient but now that patient needs exemption.

Enter patient, Choose exemption type, Fill the exemption reason, Register.

The system will generate the exemption number

Set up

Search user and assign Exemption access

Registration of all issues concerned social is performed here.

GBV/VAC (Gender Based Violence/Violence against Children)

Search patient, Enter: Violence type, service given, violence effect, informant details, any
attachments, and referral.
Others

Register complaints (any complaints in social welfare are registered here)

Register ward round (all ward rounds done by social are registered here)
Reports

Click on report then go to edit in order to change the patient category

34
Figure 50. Exemption setup

35
 PART 11: DEBTOR
Debtor list

Debtor enable a Patient to be given services through temporary exemption which will be market
as a dept. the module is under control of hospital secretary (HS). On clearing their debt they
must go to HS to clear their bills. There after the patient go to bill payment in order to clear
their bills.

Discount

System under this module enables social welfares / Hospital secretary (HS) to give discount
for some services to patients with less amount of money, if a facility has such policy. For
example if a client /patient is required to pay 5800Tsh/= bill and the only amount he/she has is
4500Tsh/=, a user can get a discount of 500Tsh/=.

Debts Summary Report

This module shows all summaries of debtors and their total amount.

36
Figure 51. Create debt/discount

37
 PART 12: VITAL SIGNS
Vital signs are a group of most important signs that indicate the status of the body’s vital
functions, these measurements are taken to help assess the general physical health of a person,
give clues to possible disease, and show progress toward recovery.
The system allows any body responsible for taking vital signs to be able to take the vitals.

38
 PART 13: OUT PATIENT

Consultation queue, treatment, death certification and doctor performance

Outpatient provides diagnosis and care for patients that do not need to stay overnight. It is an
important part of the overall running of the hospital. It is normally integrated with the in-patient
through admission services and managed by consultant physicians and surgeons who also
attend inpatients in the wards. Many patients are examined and given treatment as outpatients
before being admitted to the hospital at a later date as inpatients. This module consists of the
following sub modules which includes;
CONSULTATION QUEUE
Consultation queue contains a list of patients who have satisfied to be consulted by the doctor
which involves patients who have made payments and exempted patients all of which are
waiting to be consulted by the doctor concerned it also contains a quick search tab that will
enable the doctor to search a patient by patient’s full name and his/her medical record number.
Doctor picks the clients/patients from consultation queue in order to attend them as follows:
Previous visit
First the doctor looks at the patient’s previous visits history. For the new patients, the previous
visits history will be seen once the patient is clerked by the doctor.
Vital sign
This part enables a doctor to view all vitals that were taken concerning a particular patient.
Clerk sheet
This is where doctor discuss with the patient about the illness. After discussing the doctor will
be able to search the complaints and duration of the occurrence of that complaints according to
what the patient said apart from searching the complaints, the system enable doctor to write the
complaints in details from what was heard from the patient.

Doctor will write the history of presenting illness here and take a review of other system to
check if there is any inconsistency.
The doctor will write any past medical and surgical history of that patient and be able to search
for any allergy to that patient. If it happens that a patient is allergic to something, the allergy
message will pop up to the treatment tab to remind the doctor when medication is prepared to
be given to that patient.
General examination concerning a patient illness will be written, local examination will be
done where the doctor will investigate a specific area.

39
This part enable a doctor to perform systemic examination, systemic examination involves
physical touch various system.
Note: the difference between review of other systems and systemic examination is that; system
examination involves physical touch.
Diagnosis
After clerking a patient, this part enables a doctor to write the possible diagnosis, the possible
diagnosis written here will be confirmed by the doctor once the investigation are complete and
investigation results are sent to the doctor.
Investigation
This part enables a doctor to choose what a patient is to be investigated. After choosing the
investigation the patient will make payments and go for investigation.
Investigation results
Results of what had been investigated from the Laboratory/Radiology is returned to the doctor,
the doctor views the investigation results, the results will assist doctor to confirm diagnosis and
make treatment.
Treatment
This part enable a doctor to gives medication, medical supplies or procedures to a patient.
Doctor will be able to see all prescribed medications, previous procedures and rejected
prescription.
Blood request
It is where the patient need for blood is requested and the request goes to the blood bank.
Disposition
On disposition a patient can be admitted to the ward, transferred to other clinic, referred to
external hospital or deceased to mortuary.
TREATMENT QUEUE
Treatment queue contains a list of patients who have already gone through the laboratory for
investigation and they are waiting to get diagnosis confirmation from the doctor so as to receive
treatment. Diagnosis is confirmed under diagnosis sub module and medication is provided on
treatment.
CANCEL BILLS
Cancel bills contains a list of patients’ pending bills whereby these investigation bills are either
not important for the patient to undergo with or a certain patient as failed to make payments
for a particular investigation bill.
DEATH CERTIFICATION

40
Death certification involves a list of corpse who are coming outside the facility and have been
registered by receptionist and they await to be certified by the doctor, this certification allows
the doctor to fill in the immediate cause of death of a particular corpse and underlying
conditions for that death.
MY PERFORMANCE
This section gives out the performance evaluation report of a particular doctor depending on a
specific date and time.

Figure 52. Patient previous history

Figure 53. Clerk sheet

Figure 54.Diagnosis

41
Figure 55. Cancel bill

42
 PART 14: NURSING CARE AND WARD MANAGEMENT

Ward management;

Go to ward grade and register, then assign price to that ward grade at accommodate fee. On
ward types register sub categories of a ward (for example if a ward is called clinical ward,
ward types can be clinical ward A, clinical ward B, clinical ward C etc.)
To be able to create the ward name, go to ward setup through a click floating button an
orange icon on the right side then register a ward name with its ward type and ward class.
To create beds, select wards then click view birds to register beds.

Figure 56. Ward grade

Search Ward Grade Here

Figure 57. Assign price to ward

43
 Figure 58. Register ward type

Figure 59. Ward name registration

44
Figure 60. Register beds

45
 PART 15: FINANCIAL REPORT

This module is responsible for viewing financial reports at department’s level sub-departments
level and detailed reports of all transaction made on user fee category. Employee’s reports,
exemption reports and pending bills can be viewed under this module.
All reports are accessed on the six tabs which are;
1. DEPARTMENTAL REPORT.
It view all transaction that were made on specific departments e.g. Laboratory, Imaging, and
Pharmacy etc.
2. SUB-DEPARTMENT REPORT.
Sub-department report it show the custom made report which configured on sub-departmental item
configuration in item Setup. Here Accountant can able to view all category of transaction according
to specific sub-departments.
3. DETAILED REPORT.
It show details of all transactions made by cashiers to patients. On detail report all informations of
bills will be displayed for tracking purpose.
4. EXEMPTION REPORT.
Exemptions report has all reports of exempted patients in the facilities on their respective
departments.
5. PENDING BILLS.
All pending bills which took more than 48 hours will be displayed.

Figure 61. Financial Report

46
 PART 16

Environmental health

Environmental health

Environmental health is a module with the role of ensuring that the facility environment is
clean and safe. There are two main functions performed in this module which are
environmental cleanliness and control of outbreak diseases.

Environmental cleanliness includes two main types of equipment’s for wastes storage before
disposal which are Bin Liners and Waste Bins. Each equipment contains its sub equipment

Around the facility there are things which make facility environments to be inconvenient, these
things are called nuisance. The nuisances are of different types. Once nuisance happen there
must be an Abatement i.e. means to prevent them. Apart from nuisances around the facility
surrounding there are different types of waste. For these wastes to be cleaned detergents must
be used. Different types of equipment’s must be used .different disposal methods are used
according to the type of waste.

Environmental health works as follows.

Settings
 Register nuisance
 Register equipment type: there are two main categories of equipment types which are
Bin Liners and Waste Bins.
 Equipment list: various equipment list fall to different equipment type.
 Waste types: different types of wastes are registered here
 Disposal method: register different methods of disposal

Report

 A report of waste collection, waste disposal and nuisance is shown here.

Nuisance

 Choose the type of nuisance, its cause, location, way to overcome it and the end
date.

Treatment/Waste

47
  Waste collection type of waste, amount and equipment type used to collect waste is
registered here
 Waste disposal waste type, waste amount and waste disposal method is registered
here

Receiving
Equipment receiving

 Click receive item, select equipment type and enter quantity of equipment receive then
register
Item balance
 Display the quantity of available equipment
Item issuing

 Click issue item, choose equipment type and enter the quantity of equipment’s to be
issued
 Search and view equipment name and the quantity issued

Summary Report

 View summary of received and issued equipment’s

48
 PART 17: Reproductive Child Health (RCH)

Reproductive Child Health (RCH) is a module responsible for the health of a mother, father and
child with the aim of reducing infant, child and maternal mortality rates. Reproductive health
should be looked at through a lifecycle approach as it affects both men and women from infancy
to old age. According to UNFPA, reproductive health at any age profoundly affects health later in
life. The lifecycle approach incorporates the challenges people face at different times in their lives
such as family planning, services to prevent sexually transmitted diseases and early diagnosis and
treatment of reproductive health illnesses. As such, services such as health and education systems
need to be strengthened and availability of essential health supplies such as contraceptives and
medicines must be supported.
The module consist of five main parts which are: Anti natal, Post natal, labour and Family
Planning. In RCH the patient/client is registered if it is first time visit and on registration the details
of both father and mother are recorded. The system enable a patient search for the re-attendance.
Anti natal is the period of pregnancy which performed various check-up during pregnancy for the
early detection of possible complications of pregnancy together with uterine and fatal
abnormalities. Antenatal care includes general examination, abdominal examination, vaginal
examination, regular tests to monitor the progress of the pregnancy, ultrasound scanning, checks
of weight, blood checks, tests of Hormones and Enzymes to assess the efficiency of the Placenta,
and frequent tests of the blood pressure and urine.
Labour is the period during delivery, Post natal is the period begins from birth and ends when the
baby is six weeks of age. The postnatal period is a very special time where women undergo the
transition into motherhood period after delivery.
Family planning is the practice of controlling the number of children in a family and the intervals
between their births. It allows people to attain their desired number of children and determine the
spacing of pregnancies. It is achieved through use of contraceptive methods and the treatment of
infertility

49
 PART 17: Physiotherapy

Is a module responsible for treatment of the joints, muscles, or nerves, which involves doing
exercises or having part of your body massaged or warmed. In physiotherapy the patient is
registered then assigned to physiotherapy clinic. The patient is listed to Physio appointment
where the appointment is set. The appointment can be referred (same date) or ongoing
appointment

50
51
 PART 18: CARE AND TREATMENT CLINIC (CTC)

Care and Treatment Clinic (CTC) is a clinic which deals with HIV/AIDS. It explains on how the
HIV patient is monitored from medical supply to consultation. CTC covers all areas of medicine,
consultation and all other related treatments. The clinics contains:
Setup, Codes, ARV and TB, Discussion Topics

On clinic setup, ID number is where the registration number of a facility is registered.

Click on Codes where: enter corresponding visit type code and the visit type.
On functional status is gives the status of patients according to the patient stages of sickness.
Family planning the code of family planning are entered here. The system enable client to answer
some questions in order to proceed with other steps. Nutrition supplement enable various nutrient
supplements are provided. Follow-up status there are various codes which explain the patient
attendance.

52